Update of Major Projects

Over the page is a summary of the Council’s Major projects:

Please note before reviewing the “Large” project information:

- The Summary of “Large” projects will evolve over time as projects progress, are completed and new projects are initiated and is provided to inform the committee in performing its role of risk and assurance of the project management approach.
- Any project that achieves a score of 80 or more out of 160 qualifies as a “Medium/Large” or Major project and is included in this list.
- Executive is responsible for scheme financing/policy and Scrutiny will perform detailed reviews of any relevant project.
- The status (RAG – Red, Amber or Green) is provided as an overview. (RAG description, below, as agreed at the July 2016 A&G committee)

| Status | Description | |--------|-------------| | Green | All the elements of delivery are within acceptable parameters with risks managed. | | Amber | There are risks/issues with one or more elements of delivery. There is a plan in place to bring the project back within acceptable parameters and it is in the control of the project team. | | Red | There are issues with one or more elements of delivery and there is no plan in place to mitigate or there is a plan emerging, but it is out of the control of the project team |

THE CORPORATE PROJECTS PORTFOLIO WAS SIGNIFICANTLY AFFECTED BY THE UNPRECEDENTED CHALLENGES OF THE COVID-19 PANDEMIC DURING THIS PERIOD | Large projects summary | Previous period (RAG) | This period (RAG) | Direction of travel | |-------------------------------------------------------------|----------------------|-------------------|---------------------| | Older Person’s Accommodation Phase 2(ASC) | Amber | Amber | Same | | York Central | Amber | Amber | Same | | Castle Gateway | Amber | Amber | Same | | Local Plan | Amber | Amber | Same | | Guildhall | Red | Red | Same | | Community Stadium | Green | Green | Same | | Outer ring road (A1237) | Amber | Amber | Same | | Housing Delivery Programme | Amber | Amber | Same | | Centre of Excellence/The Beehive | Amber | Amber | Same | | Provision of School Places 2017-2023 | Amber | Amber | Same | | Housing ICT Programme | Amber | Red | Worse | | Smart Travel Evolution Programme (STEP) | Amber | Amber | Same | | Flood Risk | Green | Green | Same | | City Centre Access Project | Amber | Amber | Same | | Parking Review | Amber | Amber | Same | | Inclusion Review | Amber | Amber | Same | | Be Independent | Amber | Amber | Same | | Procurement of MSA and Strategic Engagement Technology Partner| Amber | Amber | Same | | Hyperhubs | Amber | Amber | Same | | Future Library Investment Programme (FLIP) | Green | | New | Detailed Updates

| Project title | Older Persons’ Accommodation Programme Phase 2 | |---------------|-----------------------------------------------| | Reporting period | July 2020 |

**Description**

To provide, and ensure the provision of, a range of accommodation to address the housing (and care) needs of the city's older residents. The Council's Executive on 30th July 2015 approved the Business Case for the Older Persons' Accommodation Programme in order to prepare the city for a 50% increase in the size of the over 75 population. This will:

- Deliver a 10 unit extension and refurbishment of Lincoln Court Independent living scheme
- Build a 29 unit extension to the Extra Care scheme at Marjorie Waite Court, plus provide 4 bungalows on the site
- Carry out community and stakeholder engagement to establish the demand for specialist older person's housing and the issues facility residents of the city in relation to age related housing.
- Complete procurement of a new residential care facility as part of the wider Health and Wellbeing Campus at Burnholme; and
- Encourage the development of additional residential care capacity, extra care and age related housing, supporting older people to continue to live independently in their own home.
- Complete the transfer of Haxby Hall care home to a care provider who will extend and enhance the provision on site.
- Review the Council's Independent Living stock to ensure it meets the needs of existing and new tenants and to seek opportunities to increase its capacity.

| Overall status this period (Jul) | Overall status previous period (Jun) | |----------------------------------|-------------------------------------| | Scope | Quality | Costs | Resources | Financial Benefits | Non Financial Benefits | Tasks & Milestones | Risks | Issues | | Jul | | | | | | | | | | Jun | | | | | | | | |

**Financial Status Explanation**

- We are now able to fill void properties much more quickly than had been the case and we are not carrying void properties for long periods. We are now starting to see a shift into extra care nominations and where possible supporting people to live independently rather than move into residential care.
- Work still needs to be done to ensure that the costs of CYC extra care are in line with other extra care schemes. This work will be included in the process for mobilisation of the extension of Marjorie Waite court.
- The ongoing financial benefits of the programme are at risk in the short term as the projects are on hold. This will delay the provision of the accommodation which will require ongoing access to commissioned accommodation.
- Once restrictions are relaxed work will be undertaken to understand any shifts in the costs of accommodation and demand within the market.

| Tasks & Milestones Status Explanation | - Completion of all projects will now be delayed, following the temporary site closure for COVID 19.

- Procurement of an extra care development on the Lowfield Green site has been put on hold during the COVID 19 outbreak.

| Issues Status Explanation | - The cessation of procurement projects will delay the development of an extra care scheme on the Lowfield Green site.

Current status

Programme Wide

1. Plans are being developed by the Housing Delivery Programme for properties on Burnholme, Ordnance Lane and Duncombe Barracks. The Older Person's Accommodation Programme has been involved in determining the design, layout and home numbers to enable older people to live well in each of these developments.
2. Development of Bungalows at Lowfield Green is continuing with these being in the first phase of the development to be completed. Procurement of Extra Care accommodation on the Lowfield Green site has been postponed while the Council is focussing on work to support residents during the COVID19 pandemic.

Burnholme Health & Wellbeing Campus

1. Construction work on the care home is progressing well. Windows have now been fitted and scaffolding removed.
2. The developer is anticipating that the work will be completed and the home ready for occupation in the autumn.

Marjorie Waite Court extra Care scheme.

1. Work on the extension building is progressing well.
2. Some communal areas of the existing building have been closed off to allow works to start on a temporary buggie store for the remainder of the works. This work is now progressing well.
3. Discussions about the operation and ambitions for the site have begun.

Lincoln Court

1. Following the restart of works the contractor has produced a revised timetable, subject to any further COVID delays the contractor is reporting that the building will be complete and ready for occupation in early September.
2. Furniture for the communal areas is now on order.
3. Building safety and door operating/locking systems have been agreed. Haxby Hall
4. The transfer of Haxby Hall care home has been put on hold but agreement has now been reached to complete the transfer to Yorkare homes once restrictions on visiting and movement around care homes have been lifted.
5. Legal negotiations with Yorkare Homes are ongoing.
6. Yorkare homes are making progress on their planning application with a view to submission in the next few weeks.

New Independent Sector Provision

1. The Council's planning department have received a planning application for an extra care development on Cherry Lane.
2. Discussions have taken place with a number of social landlords and commercial developers about proposals to develop Older Person's independent living properties in the city.

Future outlook

Marjorie Waite Court The communal/commercial kitchen will be ordered. Internal alterations will be carried out to enable the extension building to be connected to the existing building. An initial vision for the operation of Marjorie Waite Court Extra Care accommodation will be developed.

Lincoln Court Maintenance staff will have a training session on the new plant and systems prior to completion. A countdown to completion, project team will develop a work plan and begin promotion of the new accommodation. Agreement will be reached with the contractor on the requirements for making good the site when the construction work is completed.

New Independent Sector Provision Section 106 negotiations will be completed with the developer of extra care accommodation proposed for Cherry Lane.

Extra Care schemes Tenure mix, allocations procedures and support for Extra Care schemes being developed by Registered Social Landlords will be negotiated.

Haxby Hall Yorkare will work towards their full planning application submission for Haxby Hall care home. Yorkare will (if possible) hold a social distanced meeting with staff at Haxby Hall to share their plans.

| Reports to | Executive, CMT, Project Board, DMT | |---------------------|------------------------------------| | Exec member | Cllr. Carol Runciman and Cllr Denise Craghill | | Director responsible| Corporate Director of Health, Housing and Adult Social Care: Sharon Houlden | | Dependencies | Burnholme Health & Wellbeing Campus Capital Programme |

**Link to paper if it has been to another member meeting (e.g. executive, council, a scrutiny committee)**

- **Executive July 2015** [https://democracy.york.gov.uk/ieListDocuments.aspx?CId=733&MId=8840&Ver=4](https://democracy.york.gov.uk/ieListDocuments.aspx?CId=733&MId=8840&Ver=4)

- **Executive October 2015 - Grove House and Oakhaven Older Persons’ Homes** [https://democracy.york.gov.uk/ieListDocuments.aspx?CId=733&MId=8842&Ver=4](https://democracy.york.gov.uk/ieListDocuments.aspx?CId=733&MId=8842&Ver=4)

- **Executive May 2016 - Delivery of Community Facilities at the Burnholme Health & Wellbeing Campus** [http://modgov.york.gov.uk/ieListDocuments.aspx?CId=733&MId=8884&Ver=4](http://modgov.york.gov.uk/ieListDocuments.aspx?CId=733&MId=8884&Ver=4)

- **Executive July 2016 Demonstrating Progress on the Older Persons Accommodation Programme** [https://democracy.york.gov.uk/ieListDocuments.aspx?CId=733&MId=9303&Ver=4](https://democracy.york.gov.uk/ieListDocuments.aspx?CId=733&MId=9303&Ver=4)

- **Executive November 2016 (Willow house OPH)** [http://democracy.york.gov.uk/ieListDocuments.aspx?CId=733&MId=9307&Ver=4](http://democracy.york.gov.uk/ieListDocuments.aspx?CId=733&MId=9307&Ver=4)

- **Executive December 2016 - Older Persons' Accommodation Programme Update / Burnholme Health & Wellbeing Campus: Key Decisions to further progress this development / Lowfield Green Development: Moving forward to deliver a care home, health facility and housing / Haxby Hall Older Persons' Home: A Sustainable Future** [https://democracy.york.gov.uk/ieListDocuments.aspx?CId=733&MId=9308&Ver=4](https://democracy.york.gov.uk/ieListDocuments.aspx?CId=733&MId=9308&Ver=4)

- **Executive Feb 2017 - Sale of Land at Fordlands Road as Part of the Older Persons' Accommodation Programme** [https://democracy.york.gov.uk/ieListDocuments.aspx?CId=733&MId=9310&Ver=4](https://democracy.york.gov.uk/ieListDocuments.aspx?CId=733&MId=9310&Ver=4) | Date | Description | Link | |--------------------|-----------------------------------------------------------------------------|----------------------------------------------------------------------| | Executive March 2017 - Oakhaven Extra Care Facility: the sale of land to facilitate the development | [Link](https://democracy.york.gov.uk/ieListDocuments.aspx?CId=733&MId=9311&Ver=4) | | Executive March 2017 - Burnholme: the sale of land to facilitate the development of a Care Home; agreement to management arrangements for the Community & Library facilities; disposal of the Tang Hall Library site | [Link](https://democracy.york.gov.uk/ieListDocuments.aspx?CId=733&MId=9311&Ver=4) | | Executive August 2017 - Investment in New Extra Care Accommodation for Older People at Marjorie Waite Court Following the Closure of Burton Stone Lane Community Centre | [Link](https://democracy.york.gov.uk/ieListDocuments.aspx?CId=733&MId=10190&Ver=4) | | Executive August 2017 - A Further Phase of the Older Persons' Accommodation Programme Deciding the Future of Woolnough House Older Persons' Home | [Link](https://democracy.york.gov.uk/ieListDocuments.aspx?CId=733&MId=10190&Ver=4) | | Executive September 2017 - Demonstrating Delivery of the Older Persons’ Accommodation Programme | [Link](https://democracy.york.gov.uk/ieListDocuments.aspx?CId=733&MId=10191&Ver=4) | | Executive October 2017 - Disposal of Willow House, Walmgate, York | [Link](https://democracy.york.gov.uk/ieListDocuments.aspx?CId=733&MId=10192&Ver=4) | | Executive December 2017 - A Further Phase of the Older Persons’ Accommodation Programme: Deciding the Future of Windsor House Older Persons’ Home | [Link](https://democracy.york.gov.uk/ieListDocuments.aspx?CId=733&MId=10194&Ver=4) | | Executive January 2018 - Securing a Sustainable Future for Haxby Hall Older Persons’ Home | [Link](https://democracy.york.gov.uk/ieListDocuments.aspx?CId=733&MId=10195&Ver=4) | | Executive February 2018 – Disposal of Willow House | | Executive March 2018 - Investment at Lincoln Court to Create an Independent Living with Support Facility http://democracy.york.gov.uk/ieListDocuments.aspx?CId=733&MId=10196&Ver=4

Executive April 2018 - Deciding the Future of Morrell House Older Persons Home http://democracy.york.gov.uk/ieListDocuments.aspx?CId=733&MId=10197&Ver=4

Executive July 2018 – Delivering Improved Sports and Active Leisure Facilities at Burnholme https://democracy.york.gov.uk/ieListDocuments.aspx?CId=733&MId=10470&Ver=4

Executive September 2018 - Demonstrating Delivery of the Older Persons’ Accommodation Programme and Preparing for Further Action https://democracy.york.gov.uk/ieListDocuments.aspx?CId=733&MId=10472&Ver=4

Executive November 2018 – A Further Phase https://democracy.york.gov.uk/ieListDocuments.aspx?CId=733&MId=10474&Ver=4

Executive March 2019 – Investment in the Redevelopment of Lincoln Independent Living Scheme https://democracy.york.gov.uk/ieListDocuments.aspx?CId=733&MId=11469&Ver=4

Executive January 2020 – The Transfer and Transformation of Haxby Hall Care Home (by way of long lease) and associated land transactions. https://democracy.york.gov.uk/ieListDocuments.aspx?CId=733&MId=11115&Ver=4

Executive March 2020 - Lowfield Green: Responding to Older Persons’ Accommodation Needs. https://democracy.york.gov.uk/ieListDocuments.aspx?CId=733&MId=11117&Ver=4 York Central is a key strategic development site for economic growth and housing delivery for the city. The majority of the land is in the ownership of Network Rail and Homes England. CYC have a role to play in de-risking the site and accelerating delivery with public sector partners. In recent months, the site and the opportunity it presents have been positioned at all levels of Government as a priority site for support to enable delivery of locally-led regeneration and development schemes. The capacity for the site to contribute to the achievement of the local plan housing targets is also a key consideration.

| Overall status this period (Jul) | Overall status previous period (Jun) | |---------------------------------|-------------------------------------| | Scope | Quality | Costs | Resources | Financial Benefits | Non Financial Benefits | Tasks & Milestones | Risks | Issues | | Jul | | | | | | | | | | Jun | | | | | | | | |

**Tasks & Milestones Status Explanation**

- The programme is driven by partner organisational delivery imperatives and funding availability. The programme indicates that milestones are achievable but there is very little float/ scope for slippage and the project is complex with many communities of interest.
- The project remains on target to deliver infrastructure works to funding deadlines and housing/economic benefits to City.
- City of York Council and WYCA have released additional funding whilst the HIF the conditions on award now awaited. In the interim CYC are supporting scheme off plot infrastructure detailed design and Reserved Matters Planning Application.

**Risks Status Explanation** Risks associated with the project are complex and interdependent. Active risk management is ongoing.

**Issues Status Explanation** Planning RMA submission April 2020, Partnership Agreement to be signed, S106 signed, and HIF funding award, conditionally awaited.

**Current status**

- The Outline Planning Application was approved by Planning Committee in March 2019.
- The Reserved Matters Application for phase 1 off plot infrastructure was submitted in April 2020 and has been verified by the Planning Authority.
- John Sisk Ltd have been appointed as infrastructure delivery partner for Phase 1 Infrastructure, they have reported on Buildability issues and these have been approved by Board for development into the Stage 4 Design.
- The WY+TF Full Business Case has been conditionally approved by WYCA.
- Funding was awarded in the March 2020 Budget.

**Future outlook**

- The Reserved Matters Application for phase 1 off plot infrastructure was submitted in April 2020 and has been verified by the Planning Authority, Consultation is underway. It is expected to go to a late Summer Committee.
- Discharge of OPC underway.
- Stage 4 Design is progressing.
- John Sisk Ltd have been appointed as infrastructure delivery partner for Phase 1 Infrastructure and about to price IP1.
- The WY+TF Full Business Case has been conditionally approved by WYCA - discharge of conditions being progressed.
- IP0 being progressed by Network Rail.

| Reports to | York Central government structures and the Executive. | | Exec member | Cllr Keith Aspen | | Director responsible | Neil Ferris – Corporate Director of Economy and Place | | Dependencies | Local Plan Policy, Economic Strategy, City Transport Policy and external funding bids. | | Link to paper if it has been to another member meeting (e.g. executive, council, a scrutiny committee) | Executive December 2015 – York Central and Access Project [http://modgov.york.gov.uk/ieListDocuments.aspx?CId=733&MId=8844&Ver=4](http://modgov.york.gov.uk/ieListDocuments.aspx?CId=733&MId=8844&Ver=4) | | | Executive July 2016 – York Central [http://modgov.york.gov.uk/ieListDocuments.aspx?CId=733&MId=9303&Ver=4](http://modgov.york.gov.uk/ieListDocuments.aspx?CId=733&MId=9303&Ver=4) | | | Executive November 2016 - Consultation on access options / Third party acquisitions [http://modgov.york.gov.uk/ieListDocuments.aspx?CId=733&MId=9307&Ver=4](http://modgov.york.gov.uk/ieListDocuments.aspx?CId=733&MId=9307&Ver=4) | | | Executive July 2017: Project and Partnership Update [http://modgov.york.gov.uk/ieListDocuments.aspx?CId=733&MId=10188&Ver=4](http://modgov.york.gov.uk/ieListDocuments.aspx?CId=733&MId=10188&Ver=4) | | Date | Title | Document Link | |--------------------|----------------------------------------------------------------------|--------------------------------------------------------------------------------| | November 2017 | Preferred Access Route and Preparation for Planning | [http://modgov.york.gov.uk/ieListDocuments.aspx?CId=733&MId=10193&Ver=4](http://modgov.york.gov.uk/ieListDocuments.aspx?CId=733&MId=10193&Ver=4) | | March 2018 | York Central Access Construction | [http://modgov.york.gov.uk/ieListDocuments.aspx?CId=733&MId=10189&Ver=4](http://modgov.york.gov.uk/ieListDocuments.aspx?CId=733&MId=10189&Ver=4) | | June 2018 | Masterplan and Partnership Agreement | [http://modgov.york.gov.uk/ieListDocuments.aspx?CId=733&MId=10469&Ver=4](http://modgov.york.gov.uk/ieListDocuments.aspx?CId=733&MId=10469&Ver=4) | | August 2018 | York Central Design Guidelines | [http://modgov.york.gov.uk/ieListDocuments.aspx?CId=875&MID=10847#AI49619](http://modgov.york.gov.uk/ieListDocuments.aspx?CId=875&MID=10847#AI49619) | | August 2018 | Western Access York Central Update | [http://modgov.york.gov.uk/ieListDocuments.aspx?CId=733&MId=10471&Ver=4](http://modgov.york.gov.uk/ieListDocuments.aspx?CId=733&MId=10471&Ver=4) | | November 2018 | York Central Enterprise Zone investment Case | [http://modgov.york.gov.uk/ieListDocuments.aspx?CId=733&MId=10474&Ver=4](http://modgov.york.gov.uk/ieListDocuments.aspx?CId=733&MId=10474&Ver=4) | | January 2019 | York Central Partnership Legal Agreement | [http://modgov.york.gov.uk/ieListDocuments.aspx?CId=733&MId=10476&Ver=4](http://modgov.york.gov.uk/ieListDocuments.aspx?CId=733&MId=10476&Ver=4) | | July 2019 | York Central Partnership Update | [http://modgov.york.gov.uk/ieListDocuments.aspx?CId=733&MId=11107&Ver=4](http://modgov.york.gov.uk/ieListDocuments.aspx?CId=733&MId=11107&Ver=4) | | October 2019 | Update | [http://modgov.york.gov.uk/ieListDocuments.aspx?CId=733&MId=11111&Ver=4](http://modgov.york.gov.uk/ieListDocuments.aspx?CId=733&MId=11111&Ver=4) | City of York Council (CYC) are one of the principal land owners in the area around Piccadilly, the Eye of York, St George’s Field and the Foss Basin. This area is being referred to as the “Castle Gateway” and many parts of the area are underused, semi derelict or of poor quality. Many of the properties are for sale or owned by investors and there is a risk that the area will continue to be blighted or that important sites will be developed in a piecemeal manner. The area is urgently in need of a fresh vision to improve the locality and create a socially and economically sustainable future. As the principal landowner, CYC will be instrumental in delivering a joined-up regeneration of the area which will maximise social and economic benefits for the City.

| Overall status this period (Jul) | Overall status previous period (Jun) | |---------------------------------|-------------------------------------| | Scope | Quality | | Costs | Resources | | Financial Benefits | Non Financial Benefits | | Tasks & Milestones | Risks | | Issues | |

**Costs Status**

The Executive approved a further budget of £2.15m to take the project through to the next decision point at the end of 2020. The project remains within that budget but it should be noted that the budget was predicated on the anticipated delivery timescales which may be impacted by COVID_19 leading to an increase in overheads and huge uncertainty as to the impact on future build costs.

**Financial Benefits Status**

A GVA assessment of the proposed masterplan has been undertaken by WYCA. They assess the GVA benefits of the proposals to be £360m for the Leeds City Region. However, realising these benefits is dependent on the successful delivery of the whole masterplan which will require significant investment from the council and other public bodies.

**Tasks & Milestones Status**

The report to Executive in January 2020 represented a key milestone in delivery and provided a new series of milestones and targets. However, all of these will need to be reviewed in light of the impact of COVID_19.

**Risks Status**

This is a complex project to deliver an ambitious masterplan, and as such it has significant risks to its delivery. Whilst mitigation and monitoring of risks is being undertaken, the project is likely to remain at risk throughout delivery.

**Issues Status**

Issues remain under review. Current status

COVID_19 - The impact of COVID_19 continues to be seen in a number of the Castle Gateway work streams, with most of the Major Projects and Regeneration Team being redeployed to support critical services.

Delivery strategy – The procurement of construction partners for the delivery of phase one, St George’s Field and Castle Mills, was due to commence in April. However, this remains on hold as the pause at a corporate level of all non essential procurement continues, the impact on project delivery is assessed and a decision as to how to proceed is being considered. A further report is still intended to be brought back to Executive in the summer of 2020, setting out the proposed delivery model for 17-21 Piccadilly, and the business case and funding strategy for phase two of the masterplan – the new public realm to replace Castle Car Park. This remains on track, however when it will be considered by Executive will depend on the ongoing impact of COVID_19.

Castle Mills and St George’s Field - In response to comments from statutory consultees, a number of updated planning documents and drawings are being prepared which respond to the comments made. Officers will continue to respond to any further comments relating to the planning applications and will work with planning officers to resolve any issues to ensure the successful achievement of planning permission.

Castle Gateway events – The Cbeebies roadshow event is now unlikely to take place on Castle Car Park in September 2020 and will be delayed to later in 2020 or early 2021.

Future outlook

Castle Mills and St George’s Field – Officers will continue to respond to any further comments relating to the planning applications and will work with planning officers to resolve any issues to ensure the successful achievement of planning permission.

Phase one delivery – Work will continue on the review of the delivery strategy for phase 1, with a report being prepared for consideration by the Executive in the summer 2020, this will take in to account the impact of COVID_19 and include the decision as to how to proceed with the procurement of contractors.

17-21 Piccadilly – Continue to progress the RIBA stage 2 design work for 17-21 Piccadilly to ascertain the development capacity of the site and inform a decision as to whether the council should proceed with development or dispose to the market to deliver. This will largely be architect led and won't impact on the emergency response to COVID_19.

**West Yorkshire Transport Fund** - Work continues to progress the funding bid to outline and full business case stages, led by the council's consultants WSP.

| Reports to | The Executive sponsor for the Castle Gateway is the Leader of the Council in his remit as Executive Member for Finance and Performance. The Executive have approved a whole series of recommendations over the last three years to advance the project, with delivery of these being the responsibility of the Castle Gateway Working Group. This working group was established in January 2017 and serves as the project board and meets on a monthly basis. It is chaired by the Director for Economy and Place, and the wider interests of the council are represented by the Assistant Directors for Regeneration and Asset Management; Planning and Sustainable Development; and Transport, Highways and the Environment. The group also has Heads of Service for legal, finance and property.

The working group is the key interface point with wider stakeholders, with the project manager and Assistant Director for Regeneration and Asset Management chairing the Castle Gateway Advisory Group (which consists of key stakeholders and principal custodians of the city) and the My Castle Gateway public engagement partnership. The interests of the formal partnership with York Museums Trust will also be represented by the same individuals and outcomes and decisions fed back in to the working group.

The Castle Gateway project manager has defined expenditure levels under the Council’s Contract Procedure Rules. Any decisions that are outside the remit of previous recommendations from the Executive are taken to the appropriate decision making route as set out by the council’s governance and decision making framework. Dependent on the nature and scope of the issue this may be an officer decision, Executive Member decision, or require a full Executive decision. | | Exec member | Cllr Nigel Ayre | |-------------------|----------------| | Director responsible | Neil Ferris – Corporate Director of Economy and Place | | Dependencies | Local Plan Policy, City Transport Policy | | Link to paper if it has been to another member meeting | Executive October 2015 - York’s Southern Gateway [http://democracy.york.gov.uk/ieListDocuments.aspx?CId=733&MId=8842&Ver=4](http://democracy.york.gov.uk/ieListDocuments.aspx?CId=733&MId=8842&Ver=4) | | | Executive November 2016 - Land Assets on Piccadilly [https://democracy.york.gov.uk/ieListDocuments.aspx?CId=733&MId=9307&Ver=4](https://democracy.york.gov.uk/ieListDocuments.aspx?CId=733&MId=9307&Ver=4) | | | Executive January 2017 – Update York Castle Gateway [https://democracy.york.gov.uk/ieListDocuments.aspx?CId=733&MId=9309&Ver=4](https://democracy.york.gov.uk/ieListDocuments.aspx?CId=733&MId=9309&Ver=4) | | | Executive August 2017 - Proposed Temporary Use of Part of Castle Car Park [https://democracy.york.gov.uk/ieListDocuments.aspx?CId=733&MId=10190&Ver=4](https://democracy.york.gov.uk/ieListDocuments.aspx?CId=733&MId=10190&Ver=4) | | | Executive April 2018 - Castle Gateway Masterplan [http://democracy.york.gov.uk/ieListDocuments.aspx?CId=733&MId=10197&Ver=4](http://democracy.york.gov.uk/ieListDocuments.aspx?CId=733&MId=10197&Ver=4) | | | Executive October 2018 - Proposed Temporary Uses of Part of Castle Car Park [https://democracy.york.gov.uk/ieListDocuments.aspx?CId=733&MId=10473&Ver=4](https://democracy.york.gov.uk/ieListDocuments.aspx?CId=733&MId=10473&Ver=4) | | | Executive October 2019 – Update [http://modgov.york.gov.uk/ieListDocuments.aspx?CId=733&MId=11111&Ver=4](http://modgov.york.gov.uk/ieListDocuments.aspx?CId=733&MId=11111&Ver=4) | | | Executive January 2020 – Castle Gateway Phase One Delivery Strategy [https://democracy.york.gov.uk/ieListDocuments.aspx?CId=733&MId=11115&Ver=4](https://democracy.york.gov.uk/ieListDocuments.aspx?CId=733&MId=11115&Ver=4) | The 'Local Plan' is a citywide plan which sets the overall planning vision and the spatial land use strategy for the city. It provides a portfolio of both housing and employments sites for at least a 15 year period and will set the Green Belt boundaries for York. In addition it incorporates both policies and approaches to set the context for development management decisions. Effectively, it sets out the opportunities and policies on what will or will not be permitted and where, including new homes and businesses.

The Local Plan must be accompanied by an infrastructure delivery plan setting out the Council’s approach to strategic infrastructure and its funding. All housing and employments sites included must be viable and deliverable this is directly linked to future approaches to planning gain i.e. CiL and S106.

In response to both the Council resolution in autumn 2014, and the changed national and local context, officers have initiated or a series of work streams to inform the next stages of plan production. This relates to housing need, economic growth and the related need for employment land, and detailed site assessments.

The production of the plan has to be in accordance with statute and national guidance. This includes a legal requirement to work with neighbouring authorities. It also means that the plan must be subject to Sustainability and Environmental Assessments. It will also ultimately be subject to an independent examination by a government inspector.

| Overall status this period (Jul) | Overall status previous period (Jun) | |---------------------------------|-------------------------------------| | Scope | Quality | Costs | Resources | Financial Benefits | Non Financial Benefits | Tasks & Milestones | Risks | Issues | | Jul | | | | | | | | | | Jun | | | | | | | | |

**Scope Status Explanation** Take the Local Plan through examination in public (EIP) and to adoption as statutory development plan for York.

**Costs Status Explanation** Cost associated with EIP, modifications consultation and adoption.

**Resources Status Explanation** The Forward Planning Team has reduced in size following the loss of members of staff. Resourcing needs to be sufficient to ensure the timely completion of work for submission to the Inspectors and to enable preparation for phase 2 hearing matters in detail.

**Issues** Inspectors issued their letter on phase 1 hearing session s on 12 June 2020 setting out three options to proceed. Officers responded with an Tasks & Milestones

Status

Explanation

initial letter on 22 June 2020 and intend to provide a more detailed response as to how to proceed asap. Further phase 2 hearing sessions on the remainder of the Plan will then be requested by the Inspector subject to their conclusions on phase 1 matters.

Risks

Status

Explanation

Risks associated with examination of Local Plan by Planning Inspectorate.

Current status

Appointed planning inspectors have completed phase 1 of the examination of York’s Local Plan. The initial hearing sessions took place at York Racecourse from 10th to 18th December.

More information about the hearings is available to view at: www.york.gov.uk/localplanexamination

The Local Plan sets strategic priorities for the whole city and forms the basis for planning decisions; it must be reviewed at regular intervals to be kept up to date. The first phase hearing sessions covered the strategic principal matters identified by the inspectors including:

- legal compliance
- housing need and
- the York Green Belt.

The inspectors took into account the comments submitted to-date, as far as they related to soundness considerations such as whether the plan is justified, effective and consistent with national policy.

The Forward Planning Team are currently completing a number of ‘Homework’ items requested by the inspectors’ for their consideration in conjunction with the Phase 1 hearing sessions. The majority of this is now submitted. Officers are prioritising the completion of outstanding work.

The Inspectors wrote to CYC on 12 June 20 outlining their conclusions in relation to the first phase examination hearing sessions. Focus of the letter was on the Green Belt approach, which was in general conformity with the saved RSS policies. However concerns were raised regarding the GB methodology used to assess the inner boundaries. Three options of how to proceed were presented by the inspectors.

Officers sent an initial letter on 22 June 20 welcoming the conclusions thus far and setting out their intention to seeks to justify the boundaries through clarification of the evidence base. **Future outlook**

Officers will prioritise the review of the Green Belt Methodology and revised TP1 GB Addendum for submission to the Inspectors. It is anticipated that the Inspectors will respond to confirm the approach prior to officers proceeding.

Officers are prioritising the completion of outstanding homework items for consideration by the Inspectors.

| Reports to | Executive, Local Plan Working Group | |------------|-------------------------------------| | Exec member | Cllr. Keith Aspden, Cllr Andrew Waller and Cllr Nigel Ayre | | Director responsible | Neil Ferris – Corporate Director of Economy and Place | | Dependencies | Deliverability of York Central | | Link to paper if it has been to another member meeting | | | Executive July 2015 | [https://democracy.york.gov.uk/ieListDocuments.aspx?CId=733&MId=8840&Ver=4](https://democracy.york.gov.uk/ieListDocuments.aspx?CId=733&MId=8840&Ver=4) | | Executive June 2016 | City of York Local Plan – Preferred Sites Consultation [http://democracy.york.gov.uk/ieListDocuments.aspx?CId=733&MId=9191&Ver=4](http://democracy.york.gov.uk/ieListDocuments.aspx?CId=733&MId=9191&Ver=4) | | Executive December 2016 – Update on Preferred Sites Consultation and Next Steps | [https://democracy.york.gov.uk/ieListDocuments.aspx?CId=733&MId=9308&Ver=4](https://democracy.york.gov.uk/ieListDocuments.aspx?CId=733&MId=9308&Ver=4) | | Executive January 2017 - Update on Local plan | [https://democracy.york.gov.uk/ieListDocuments.aspx?CId=733&MId=9309&Ver=4](https://democracy.york.gov.uk/ieListDocuments.aspx?CId=733&MId=9309&Ver=4) | | Executive July 2017 | [https://democracy.york.gov.uk/ieListDocuments.aspx?CId=733&MId=10188&Ver=4](https://democracy.york.gov.uk/ieListDocuments.aspx?CId=733&MId=10188&Ver=4) | | Local Plan Working Group January 2018 | [http://democracy.york.gov.uk/documents/s120857/LP%20LPWG%20FINAL%20REPORT.pdf](http://democracy.york.gov.uk/documents/s120857/LP%20LPWG%20FINAL%20REPORT.pdf) | | Executive January 2018 - Update | [https://democracy.york.gov.uk/ieListDocuments.aspx?CId=733&MId=10195&Ver=4](https://democracy.york.gov.uk/ieListDocuments.aspx?CId=733&MId=10195&Ver=4) | | Executive May 2018 | | | City of York Local Plan – Submission | |-------------------------------------| | [https://democracy.york.gov.uk/ieListDocuments.aspx?CId=733&MId=10198&Ver=4](https://democracy.york.gov.uk/ieListDocuments.aspx?CId=733&MId=10198&Ver=4) |

| Executive September 2018 | |--------------------------| | Supplementary Planning Documents to support the emerging York Local Plan | | [https://democracy.york.gov.uk/ieListDocuments.aspx?CId=733&MId=10472&Ver=4](https://democracy.york.gov.uk/ieListDocuments.aspx?CId=733&MId=10472&Ver=4) |

| Executive March 2019 - Update | |-----------------------------| | [https://democracy.york.gov.uk/ieListDocuments.aspx?CId=733&MId=10479&Ver=4](https://democracy.york.gov.uk/ieListDocuments.aspx?CId=733&MId=10479&Ver=4) | The Community Stadium project will deliver a new football and rugby stadium for professional sport and community sport and leisure facilities for the city of York. The project also includes a new athletics facility for use by York Athletic Club as well as many community uses and work with community partners.

The core project objectives are to provide a new Community Stadium within a new leisure facility complex on the grounds of the existing Huntington Stadium / Waterworld swimming pool.

This project represents an opportunity to create one of the country’s most far reaching community stadium complexes.

| Overall status this period (Jul) | Overall status previous period (Jun) | |----------------------------------|-------------------------------------| | Scope | Quality | Costs | Resources | Financial Benefits | Non Financial Benefits | Tasks & Milestones | Risks | Issues | | Jul | | | | | | | | | | Jun | | | | | | | | |

**Costs Status Explanation**

- Adoption and design issues with the site road and drainage could lead to delay and increased cost. Outcome of any claim for time and delay could result in additional cost. Commercial land receipt awaiting confirmation of further tenants.
- Covid-19 delays and restrictions may increase costs of facility mothball depending upon the length of time restrictions are in place.

**Tasks & Milestone Status Explanation**

- Build delay confirmed which moves the summer 2019 completion and subsequent handover to an early 2020 opening. This is due to a number of build factors and the extent is still to be fully determined. Delay confirmed by the construction company, this means the previously reported summer 2019 opening can no longer be achieved. Full testing and commissioning programme to be completed early 2020. This is now ongoing.
- Licensing, commissioning, testing and certification of the site is ongoing and opening will follow the certificated completion of these requirements.
- Clearly covid restrictions are now the major issue to time and delivery and the full impacts of this are unknown at present.

**Risks Status Explanation**

- Covid-19 restrictions are affecting all progress on site and the ability to test and certify the site and achieve completion. Issues Status Explanation
- Issue of the highways works is significant but is now being progressed to completion.
- NHS design and build is progressing to completion.
- Covid-19 restrictions are affecting all sites and potential for further disruption depending upon length of time restrictions are in place.

Current status

In the last six months of the project progress has been made as follows:

- Internal fit outs are ongoing.
- Tenant now secured for the lantern unit with legal agreements ready for execution.
- Additional tenant for the lantern remainder area now being progressed as well as gym usage.
- Build delay now confirmed on the stadium and leisure site with delay currently being notified by the GLL consortium. This is subject to further review and scrutiny. Confirmation of full delay and completion is awaited from GLL.
- Original deadline of May 2019 for build completion has passed.
- Build main structures are all complete, and commissioning and testing programme started early 2020.
- Pitch construction now complete.
- Floodlights all in and complete.
- All 3 pools complete.
- Seats now complete in all stands.
- Sponsorship and naming rights contract complete and approved.
- Cinema complete and open as of December 2019.
- Starbucks restaurant complete and open as of December 2019.
- External site works to complete by end of July 2020.
- Independent Certifiers sign off end of June 2020, though this is unlikely to confirm Practical Completion. PC expected end of July in line with the above works.

Future outlook.

The next steps for the project are as follows:

- Completion of the road and connections by end of July 2020.
- Completion of the commercial build early 2020.
- Snagging for all stadium and leisure areas ongoing through 2020.
- Confirmation of tenants for the commercial unit by end of 2020.
- Lantern tenant now confirmed with additional tenant now progressing.
- Stadium and leisure site build completion by end of July 2020.
- Commercial tenants fit out July 2019 to end of 2020.
- Stadium, Leisure and Hub Tenant fit out expected from August onwards 2020.
- Stadium and Leisure Site predicted open and operational early 2020. **On hold due to Covid restrictions.**
- Commercial site Cinema opened December 2019, rest to follow in 2020. To reopen July 2020.

All of the above is delayed due to covid restrictions on workforce and materials supply. Site is working on a vastly reduced workforce due to most major companies withdrawing their employees to home working. Materials supply is also vastly restricted due to suppliers not having stocks, reduction in workforce, unable to source certain specific supplies. Factory and production centres being closed or working on greatly reduced staff numbers and therefore greatly reduced output.

Site continues with snagging and small items that can be done and M&E testing, commissioning, are almost complete. All testing and licensing activities have stopped due to covid restrictions on gatherings and events. Awaiting Government confirmation of lifting restrictions on events and also an improvement in the supply chain. Buildings should be complete and commissioned end of July 2020. Sporting restrictions and public gatherings will need to be lifted for test events. At present this appears unlikely in 2020.

| Reports to | Project team report to the Director of Finance and prepare reports to the project Board. The project Board Chair updates Exec and Full Council when needed. Subject to Audit and Governance scrutiny. | | Exec member | Cllr. Nigel Ayre | | Director responsible | Ian Floyd – Deputy Chief Executive & Director of Customer & Corporate Services | | Dependencies | Yearsley review. The continued operation of Yearsley is potentially linked to the DBOM contract proposed. | | Link to paper if it has been to another member meeting (e.g. executive, council, a scrutiny committee) | Full Council March 2016 [http://modgov.york.gov.uk/ieListDocuments.aspx?CId=331&MId=8836&Ver=4](http://modgov.york.gov.uk/ieListDocuments.aspx?CId=331&MId=8836&Ver=4) | | | Executive December 2016 – Update report [http://modgov.york.gov.uk/ieListDocuments.aspx?CId=733&MId=9308&Ver=4](http://modgov.york.gov.uk/ieListDocuments.aspx?CId=733&MId=9308&Ver=4) | | | Executive March 2017 \[http://modgov.york.gov.uk/ieListDocuments.aspx?CId=733&MId=9311&\](http://modgov.york.gov.uk/ieListDocuments.aspx?CId=733&MId=9311&| Executive July 2017 - Community Stadium & Leisure Facilities Report http://modgov.york.gov.uk/ieListDocuments.aspx?CId=733&MId=10406&Ver=4

Executive October 2017 - Project Report http://modgov.york.gov.uk/ieListDocuments.aspx?CId=733&MId=10192&Ver=4

Executive September 2018 - Project Update http://modgov.york.gov.uk/ieListDocuments.aspx?CId=733&MId=10472&Ver=4 City of York Council vacated the Guildhall in April 2013, moving to West Offices as part of the Admin Accommodation programme, in order to make approx. £1m pa savings. An evaluation of potential future uses had already been undertaken, and following further feasibility work and review a decision on the Future of the complex was taken by Executive in October 2015. Approval was granted for detailed project development work to secure the future of the Guildhall as a serviced office venue; with virtual office and business club facilities, maximising the benefits of the different spaces within the complex, its heritage appeal, and also ensuring ongoing council use and public access in a mixed use development.

| Overall status this period (Jul) | Overall status previous period (Jun) | |----------------------------------|-------------------------------------| | Scope | Quality | Costs | Resources | Financial Benefits | Non Financial Benefits | Tasks & Milestones | Risks | Issues | | Jul | | | | | | | | | | Jun | | | | | | | | |

**Costs Status Explanation**

- The project board were advised on the 5th May 2020, based on a number of estimates/assumptions (requiring validation), there are potential future Budget risks. Further analysis is ongoing.
- The discovery of ancient remains in the north range excavations generated an archaeological investigation which has now been completed, this event has further extended the contract.

**Resources Status Explanation** Site is currently advancing as planned however we may face delay in the near future as the contractor is reporting that their supply chain is becoming fragile due to staffing difficulties and forced closures specifically for:

- Mortar supply
- Scaffolders labour
- Steel erectors labour
- Loss of key staff due to living with at risk family members

**Financial Status Explanation** The business case for delivery was agreed by Executive in February 2019 - where the project costs and the financial benefits were approved by Executive in parallel with the final project costs.

**Tasks & Milestones Status Explanation**

- The first phase of the underpinning has now been completed and initial monitoring results are showing that stabilisation of the north range structure has been achieved.
- Stabilisation of the north range structure has enabled the demolition of the north annexe to be completed.
- Piling of the new section of the project has been delayed 6 weeks due to discovery of ancient remains.
- The archaeological investigation to the North Range has been completed and piling can now continue.

### Risks

| Status | Explanation | |--------|-------------| | | • A collaborative risk workshop has been undertaken and a revised risk register has been agreed. | | | • Active risk management is ongoing. | | | • The potential for Covid 19 to disrupt the supply chain / site activity and cause delay to the project completion is a major risk at this time. | | | • A further risk register revision is planned once the piling to the north range is completed and the project programme updated. | | | • Archaeological discoveries in the excavation for the north range substructure have delayed the works for circa 6 weeks, a plan of investigation and protection of the discoveries has been implemented and piling work is now planned to recommence on the 22nd of June 2020. | | | • Note, confirmation of the Archaeological investigation being completed and piling work preparation did commence on the 22nd of June as planned. |

### Issues

| Status | Explanation | |--------|-------------| | | • Supply chain is reporting difficulties in certain areas full list in Resources field. | | | • Additional archaeological discoveries may impact progress. |

### Current status

**Statutory Consents / Approvals**

- Executive approval February 2019 to advance to the construction stage.
- Planning and LBC approvals granted 16 Feb 17.
- Executive approval for scheme delivery 16 Mar 2017.
- Full Council approval of budget requirement 30 Mar 2017.
- Grant Agreement letter signed with WYCA 7 Apr 2017 securing £2.347m of LGF funding from LCR LEP to support project delivery.

**Project Progress**

Construction commenced on the 16th of September 2019.

**Future outlook.**

- Preparation for piling of the north range will be completed
- Superstructure and roof structure of the south range new build section will be complete
- Work to the main Guildhall roof will commence on the 13th of July

### Reports to

| The Guildhall board reports to Economy and Place DMT and PM updates Executive member and Executive when required for updates and approvals. |

### Exec member

| Cllr Nigel Ayre |

### Director responsible

| Neil Ferris – Corporate Director of Economy and Place |

### Dependencies

| Local plan | | Link to paper if it has been to another member meeting (e.g. executive, council, a scrutiny committee) | Executive October 2015 - The Future of York's Guildhall & Riverside\
http://democracy.york.gov.uk/ieListDocuments.aspx?CId=733&MId=8842&Ver=4 | | --- | --- | | | Scrutiny – 13 June 2016\
http://modgov.york.gov.uk/ieListDocuments.aspx?CId=144&MId=9420&Ver=4 | | | Exec July 2016 - Detailed Designs & Business Case\
http://democracy.york.gov.uk/ieListDocuments.aspx?CId=733&MId=9303&Ver=4 | | | Executive March 2017 – The Development of the Guildhall Complex\
https://democracy.york.gov.uk/ieListDocuments.aspx?CId=733&MId=9311&Ver=4 | | | Executive May 2018: The Development of the Guildhall Complex\
https://democracy.york.gov.uk/ieListDocuments.aspx?CId=733&MId=10198&Ver=4 | | | Executive February 2019: Redevelopment Tender Evaluation & Project Business Plan Appraisal\
https://democracy.york.gov.uk/ieListDocuments.aspx?CId=733&MId=11007&Ver=4 | Project title | Outer Ring Road (A1237) ---|--- Reporting period | July 2020

Description

This project combines the previously separate schemes - YORR roundabout upgrades & YORR dualling (phase 1). This project has already delivered an upgrade of the Wetherby Road roundabout in 2018/19 to the new standard 3 lane approaches and 2 lane exits on the A1237. This project will continue by upgrading the stretch of the A1237 to dual carriageway standard between the A19 junction and Little Hopgrove junction, including the upgrade of the 5 roundabouts on this stretch to the standard already set by the Wetherby Road upgrade. This project will increase the capacity of the ring road, particularly of the roundabouts being upgraded, to reduce orbital and radial journey times. The A1237 roundabout at Great North Way will also be improved as part of this project (although this lies outside the stretch which is to be dualled).

| Overall status this period (Jul) | Overall status previous period (Jun) | |---|---| | Scope | Quality | Costs | Resources | Financial Benefits | Non Financial Benefits | Tasks & Milestones | Risks | Issues | | Jul | | | | | | | | | | Jun | | | | | | | | |

Tasks & Milestones Status Explanation

The impact of Covid-19 has caused some slippage in various activities of up to 12 weeks in the worst cases.

Risk Status Explanation

Risks are being monitored daily.

Issues Status Explanation

Lack of an agreed governance system between the two funding organisations.

Current status

1. Briefing consultants to assist with preparation of a planning application.
2. Reviewing prelim design in order to understand implications of red line boundary for a planning application.
3. Reviewing highway alignment of proposed dualling scheme.
4. Continuing negotiations with landowners to attempt to purchase land.
5. Discussions continue with funding partners (WYCA & DfT) to find a co-ordinated process for scheme governance.
6. Preparation of a public engagement strategy to comply with physical distancing guidelines.
7. Plan tree surveys and notify landowners.

Future outlook

1. Draft Scoping Opinion for EIA.
2. Work with CYC Local Planning Authority to ensure correct approach to planning application.
3. Continue to attempt to purchase land for the scheme.
4. Draft contract document for appointment of designer.
5. Engage with Highways England about traffic modelling impacts.
6. Monitor highway network usage post lockdown to seek representative data for baseline assessments.
7. Firm up details for a public engagement strategy compliant with UK Govt (Covid-19) guidelines.
8. Make preparations to invite tenders for a land agent / valuer.

| Reports to | Project reports into the Transport board, Project Board and Lead Members Board | | Exec member | Cllr Andy D’Agorne | | Director responsible | Neil Ferris – Corporate Director of Economy and Place | | Dependencies | LTP4, Local plan |

**Link to paper if it has been to another member meeting (e.g. executive, council, a scrutiny committee)**

- Executive West Yorkshire Transport Fund – 24 November 2016 [http://democracy.york.gov.uk/documents/s110381/WYTF%20Exec%20Nov%202016%20v5.pdf](http://democracy.york.gov.uk/documents/s110381/WYTF%20Exec%20Nov%202016%20v5.pdf)

- Executive July 2017 - Proposed York Outer Ring Road Improvements / Approach to Deliver [https://democracy.york.gov.uk/ieListDocuments.aspx?CId=733&MId=10188&Ver=4](https://democracy.york.gov.uk/ieListDocuments.aspx?CId=733&MId=10188&Ver=4)

- Executive December 2018 A1237 Outer Ring Road – Dualling Update [https://democracy.york.gov.uk/ieListDocuments.aspx?CId=733&MId=10475&Ver=4](https://democracy.york.gov.uk/ieListDocuments.aspx?CId=733&MId=10475&Ver=4)

- Executive September 2019 York Outer Ring Road Improvements Update [https://democracy.york.gov.uk/ieListDocuments.aspx?CId=733&MId=11109&Ver=4](https://democracy.york.gov.uk/ieListDocuments.aspx?CId=733&MId=11109&Ver=4)

- Executive February 2020 – Dualling from A19 Rawcliffe to A64 Hopgrove [https://democracy.york.gov.uk/ieListDocuments.aspx?CId=733&MId=11116&Ver=4](https://democracy.york.gov.uk/ieListDocuments.aspx?CId=733&MId=11116&Ver=4)

- Executive June 2020 – York Outer Ring Road Phase 1 Dualling - Procurement Strategy, Approach to | Public Engagement and Landscaping | |----------------------------------| | [https://democracy.york.gov.uk/ieListDocuments.aspx?CId=733&MId=12293&Ver=4](https://democracy.york.gov.uk/ieListDocuments.aspx?CId=733&MId=12293&Ver=4) | Project title | Housing Delivery Programme ---|--- Reporting period | July 2020

Description The accelerated delivery of mixed tenure housing across multiple sites in the city.

| Overall status this period (Jul) | Overall status previous period (Jun) | |---|---| | Scope | Quality | Costs | Resources | Financial Benefits | Non Financial Benefits | Tasks & Milestones | Risks | Issues | | Jul | | | | | | | | | | Jun | | | | | | | | |

Financial Status Explanation High level financial modelling has been undertaken to inform the delivery programme. Risks remain around build costs for the remainder of the programme as well as sales receipts from open market and shared ownership homes. To be reviewed following Covid-19.

Non Financial Status Explanation Commitment to deliver added social value through the Housing Delivery Programme. This needs to be embedded into all design and construction work and the sales and lettings process.

Risks Status Explanation Detailed risk register has been formulated to identify all key risks, assign responsibilities and determine potential mitigation measures.

Current status

Lowfield Green

- Construction work is continuing at Lowfield Green. All piling for phases 1, 2, 3 & 4 is complete. Phase 1 is watertight and phase 2 superstructures are progressing well. Phase 3 (apartment block) superstructures are commencing.
- Construction of key infrastructure (road formation & attenuation tank)
- The site team have employed new ways of working to ensure social distancing guidance can be met in Covid-19 crisis. Extra welfare facilities and low number of subcontractors on an outdoor site has meant the contractor has assessed the site as save to continue

Burnholme

- Further detailed design in advance of the proposed August planning submission
- Self-build plot locations agreed with the design team
- Strategy for stage C consultation agreed

Duncombe Barracks

- Design work for stage C progressing with structural & M&E engineers
- Financial appraisal work undertaken to provide clear build costs to be achieved by the design team as we move into Stage C

**Ordnance Lane**

- RIBA stage B work is complete and the final design work package arrived 29 May on programme
- Now in a stage of client review - cost estimate has now been issued in draft ready for a full financial scheme appraisal to be undertaken
- Stage C kick off meeting is scheduled for 6 July
- Ready to appoint consultants to undertake SI survey

**Future outlook**

**Lowfield Green**

- Watertight on phase 1 and first fix commencing
- Phase 2 superstructures and trusses
- Road construction to recommence
- Superstructures on apartment block
- Sewer diversions works to continue

**Burnholme**

- Stage C midway design review
- Stage C consultation held with public
- Business case submitted for approval to proceed to planning
- Design freeze fixed to allow completion of planning application

**Duncombe Barracks**

- Stage C midway design review
- Stage C consultation held with public
- Business case submitted for approval to proceed to planning
- Design freeze fixed to allow completion of planning application

**Ordnance Lane**

- Procurement strategy to be agreed
- Commence and instruct RIBA stage C
- Refine the stakeholder engagement approach
- Instruct asbestos, noise, structural, SI survey

| Reports to | Project team consisting of officers at the council who will advise on specialisms such as legal, housing, finance, and procurement. This project team feeds into the Housing Delivery Programme Board, which consists of senior officers and managers. The board guides decisions shaping the programme, setting objectives, | scope, and timelines for projects. The board reports into the HCA as part of the partnership arrangement as well as One Public Estate. When milestones are met the programme will report into 'Capital and Asset Board' and 'Health, Housing and Adult Social Care' and 'Employment and Place' Management Teams for co-ordination and major project issues. Decisions taken by the Council Management Team followed by Executive.

| Exec member | Cllr. Denise Craghill | |-------------------|-----------------------| | Director responsible | Sharon Houlden: Corporate Director of Health, Housing and Adult Social Care | | Dependencies | None |

**Link to paper if it has been to another member meeting (e.g. executive, council, a scrutiny committee)**

- March 2017 Executive Meeting [https://democracy.york.gov.uk/ieListDocuments.aspx?CId=733&MId=9311&Ver=4](https://democracy.york.gov.uk/ieListDocuments.aspx?CId=733&MId=9311&Ver=4)

- December 2017 Executive Meeting

  - Delivering Health and Wellbeing facilities for York
  - Establishing a Delivery Model and the Scope of the Programme
  - Delivering the Lowfield Scheme [https://democracy.york.gov.uk/ieListDocuments.aspx?CId=733&MId=10194&Ver=4](https://democracy.york.gov.uk/ieListDocuments.aspx?CId=733&MId=10194&Ver=4)

- July 2018 Executive Meeting - Proposals [https://democracy.york.gov.uk/ieListDocuments.aspx?CId=733&MId=10470&Ver=4](https://democracy.york.gov.uk/ieListDocuments.aspx?CId=733&MId=10470&Ver=4)

- October 2018 Executive Meeting - Duncombe Barracks, Burton Stone Lane [https://democracy.york.gov.uk/ieListDocuments.aspx?CId=733&MId=10473&Ver=4](https://democracy.york.gov.uk/ieListDocuments.aspx?CId=733&MId=10473&Ver=4)

- January 2019 Executive Meeting- Building More Homes for York – removal of the HRA borrowing cap [https://democracy.york.gov.uk/ieListDocuments.aspx?CId=733&MId=10476&Ver=4](https://democracy.york.gov.uk/ieListDocuments.aspx?CId=733&MId=10476&Ver=4)

- September 2019 Executive Meeting - Housing Delivery Programme Update [https://democracy.york.gov.uk/ieListDocuments.aspx?CId=733&MId=11109&Ver=4](https://democracy.york.gov.uk/ieListDocuments.aspx?CId=733&MId=11109&Ver=4) City of York Council with its partners are planning to:

a. Deliver a feasibility study to explore the opportunities and benefits of building a Specialist Disabled Children Short Break Facility in York.

b. To expand the Family Intensive Rapid Support Team (FIRST) to incorporate a therapeutic short break residential element and to explore the opportunities and benefits of increasing the service offer to neighbouring Local Authorities across the region.

The project is part of the wider development of services for disabled children and young people across the city and provides the council with an opportunity to:

- Invest capital in developing a ‘Disability Centre of Excellence’ which has the potential to be a leader in innovative practice both regionally and nationally.
- Make York Home for more disabled children and young people by reducing out of Area placements.
- Develop and invest in service provision in order to generate future savings and income generating potential.
- Deliver better outcomes for disabled children and young people including those with the most complex needs.

FIRST is a specialist Clinical Psychology led service that supports families with children/ young people who have a learning disability, autism and the most complex behavioural needs. FIRST provides intensive assessment and intervention for children and their family at the point of potential placement breakdown.

The proposed Specialist Disabled Children Short Break Facility would potentially incorporate and replace the short break residential provision currently provided at The Glen and Glen House.

| Overall status this period (Jul) | Overall status previous period (Jun) | |----------------------------------|-------------------------------------| | Scope | Quality | Costs | Resources | Financial Benefits | Non Financial Benefits | Tasks & Milestones | Risks | Issues | | Jul | | | | | | | | | | Jun | | | | | | | | |

**Tasks & Milestones**

- Delay due to Corona virus pandemic confirmed via contractual Extension of Time request.
- Contractor expecting Practical Completion in mid-September. Service opening will be delayed until after summer school holidays (would not have transferred during the holidays), anticipated 5th October opening.

Risk to construction programme has been quantified and transfer plans amended accordingly. Construction progressing to new programme.

Likely impact on Covid-19 has been quantified.

Client contingency is being monitored closely to ensure risk items and provisional sums remain within contingency budget. There is an agreed payments schedule, linked to build milestones to draw down NHSE Transforming Care Capital Grant. Cash flow impacted due to amendment to construction programme. Furniture and equipment and additional fit-out costs are being fully priced prior to orders being raised.

Delay due to cessation of work on construction site due to health & safety concerns relating to Corona virus pandemic. Construction materials and sub-contractor resource may be at risk during pandemic. Trespass on construction site - security measures in place.

Works on site ceased 23rd March and recommenced (phased) 27th April 2020. Extension of Time has been claimed due to Force Majeure. New anticipated Practical Completion mid-September 2020. Weekly telephone progress meetings. "Countdown to Completion" meetings recommencing.

Regular residents newsletter agreed and circulated, both in paper form to residents and electronically to stakeholders. Email address promoted for public to contact the project team. Regular correspondence with near neighbours. New name selected by children who use the service "The Beehive". Graphic/logo for The Beehive is in development.

- Risks and decisions are being monitored, recorded and agreed through quarterly Project Board.
- System established for decisions to be made outside of meetings.
- Action Tracker between contractor and client parties is being maintained.

**Future outlook**

- Continue process of pricing all furniture, equipment and fit-out items prior to instruction in order not to exceed full project budget.
- Countdown to Completion discussions recommencing, which will inform production of Operational Policies.
- Graphic/logo of The Beehive to be designed and selected, for incorporation into signage and within interior decorative features, where possible.

**Reports to**

| Exec member | Cllr Ian Cuthbertson | |-------------|----------------------| | Director responsible | Amanda Hatton - Corporate Director of Children, Education and Communities | | Dependencies | None |

**Link to paper if it has been to another member meeting**

- Executive August 2017 - Re-Commissioning a Short Break Service for Adults with a Learning Disability based at Flaxman Avenue, York [https://democracy.york.gov.uk/ieListDocuments.aspx?CId=733&MId=10190&Ver=4](https://democracy.york.gov.uk/ieListDocuments.aspx?CId=733&MId=10190&Ver=4)

- Executive January 2018 Develop a Centre of Excellence for Disabled Children and their Families in York [https://democracy.york.gov.uk/ieListDocuments.aspx?CId=733&MId=10195&Ver=4](https://democracy.york.gov.uk/ieListDocuments.aspx?CId=733&MId=10195&Ver=4)

- Executive April 2018 - Revised Recommendation in Relation to the Capital Budget Project title | Provision of School Places ---|--- Reporting period | July 2020

**Description**

The need to provide sufficient school places for current and future residents is a key statutory duty of CYC and will build an educational infrastructure for the city by forecasting likely demand and supply of school places over the medium term (until 2022/23).

The aims of this project are to identify where and when additional school places will be required, and work with central government and the school community to provide places in good or outstanding schools.

CYC is provided with some 'Basic Need' funding from central government for this purpose and will need to ensure that this and other sources of funding are used to best effect in those areas of greatest need, and to ensure that all educational provision is sustainable in the longer term, working with the school community.

The project represents a significant priority for City of York council in delivering educational opportunities for residents.

| Overall status this period (Jul) | Overall status previous period (Jun) | |---|---| | Scope | Quality | Costs | Resources | Financial Benefits | Non Financial Benefits | Tasks & Milestones | Risks | Issues | | Jul | | | | | | | | | | Jun | | | | | | | | |

**Cost Status Explanation**

Future Basic Need funding is likely to be very limited and housing developer contributions may not meet the expected requirements for educational infrastructure across all sites. This is being addressed through the Local Plan required infrastructure process, but these requirements exceed any current capital for the costs.

**Current status**

**Communication**

- There has been continued communication with developers of some proposed and forthcoming housing sites this period and with those officers overseeing the draft Local Plan and future infrastructure plan for the city, as well as with the impacted MATs.
- Communication is also ongoing to discuss solutions to address the pressures around secondary school place requirements in the south east of the city, with work progressing. • Although outside the scope of this project, construction work continues in the east of the city to increase the number of secondary school places available. • Communication has again taken place this month with the Department for Education to inform them of potential risks to school building projects that are necessary to increase school places by September 2020.

Data Modelling • Reporting of feedback from SCAP 2019 will now be presented to the YSAB School Organisation sub-group. Plans are being formulated to hold the first meeting of this sub-group during the next period.

Forecasting • The forecasting process has continued to be updated this period in preparation for the production of new forecasts in July, with the latest allocation data having now been mapped to the catchment areas in the primary and secondary forecasting model.

Policy • Information pertaining to the proposed update to primary and secondary pupil yields, the introduction of a specialist educational needs pupil yield and the formal approval of an operational capacity and minimum clawback period has been presented to DMT. Guidance was also sought regarding other potential additions to a supplementary planning guidance document. A decision on this has been delayed until the impact of the global pandemic is better understood. • A school services Covid 19 risk register is being monitored to stay aware of potential risks that might affect school places as a result of the global pandemic and the necessary work undertaken.

Future outlook

Capacity • Feedback net capacity assessments for the final identified school - once a visit to site is allowed.

Communication • Continue engagement with local schools and academy trusts to gather their views and identify any potential plans about how they could assist in providing for future need, this will now take place in part through the formation of a YSAB School Organisation sub-group. • Continue communication regarding the planning and construction work taking place to address secondary school place requirements in the Secondary Planning Area - East York. • Continue to liaise regarding the proposal to address secondary school place requirements in the Secondary Planning Area - South East York. • Continue to move forward proposals to address the secondary school place requirements in the Secondary Planning Area - West York.

Data Modelling • Business Intelligence to complete an internal audit of the forecasting process.

Forecasting • Develop the primary and secondary forecasting models. • Continue to monitor school in-year admission requests to explore any changes seen in net migration as a result of the global pandemic. • Update forecasts with revised information regarding housing trajectories and the subsequent expected pupil yields. • Map housing data to catchment areas for primary and secondary forecasts.

Policy • Update the Viability Assessment to determine the impact of alternative pupil yields. • Complete work to determine an appropriate pupil yield for the 16 - 19 age range. • Explore necessary changes to catchments in preparation for inclusion in the 2022/23 Admissions Consultation.

Project Plan • Further develop, communicate and agree the project plan.

| Reports to | Project is overseen by Children, Education and Communities Directorate Management Team and Executive Member for Children and Young People as necessary. | | Exec member | Cllr Ian Cuthbertson | | Director responsible | Amanda Hatton – Corporate Director of Children, Education and Communities | | Dependencies | Local Plan Policy, Economic Strategy, City Transport Policy | | Link to paper if it has been to another member meeting (e.g. executive, council, a scrutiny committee) | Executive February 2018\
Admission arrangement for the 2019/20 school year\
[https://democracy.york.gov.uk/ieListDocuments.aspx?CId=733&MId=10196&Ver=4](https://democracy.york.gov.uk/ieListDocuments.aspx?CId=733&MId=10196&Ver=4) | |---|---| | Executive July 2019\
The Provision of School Places and Allocation of School Capital Budgets 2019-2023 to Address Secondary Place Pressures\
[https://democracy.york.gov.uk/ieListDocuments.aspx?CId=733&MId=11107&Ver=4](https://democracy.york.gov.uk/ieListDocuments.aspx?CId=733&MId=11107&Ver=4) | | Executive October 2019\
Archbishop Holgate's School - Expansion 2020-21\
[https://democracy.york.gov.uk/ieListDocuments.aspx?CId=733&MId=11111&Ver=4](https://democracy.york.gov.uk/ieListDocuments.aspx?CId=733&MId=11111&Ver=4) | | Executive May 2020\
Fulford School Remodelling Phase 1 & Access Improvements by Highways\
[https://democracy.york.gov.uk/ieListDocuments.aspx?CId=733&MId=12288&Ver=4](https://democracy.york.gov.uk/ieListDocuments.aspx?CId=733&MId=12288&Ver=4) | The Housing ICT Programme is a major ICT enabled business transformation and culture change programme which will deliver a new operating model and systems for the Housing and Building Services teams within the Housing Services Department. Procurement of a new ICT solution will enable customer centric, holistic services to be delivered with first point of contact resolution at a place, time and manner that suits the customer.

| Overall status this period (Jul) | Overall status previous period (Jun) | |----------------------------------|-------------------------------------| | Scope | Quality | Costs | Resources | Financial Benefits | Non Financial Benefits | Tasks & Milestones | Risks | Issues | | Jul | | | | | | | | | | Jun | | | | | | | | |

**Scope Status Explanation**

- Some of the non-core optional scope may be at risk to maintain the original delivery date. This is being replanned with the supplier during July to understand this further.
- Ongoing stakeholder management with BI Team to plan implementation and data migration.

**Quality Status Explanation**

- The programme has identified significant pressure against the current timeline around the quality of the programme. A full detailed review of the current programme timeline and impact assessment against the quality that the programme will deliver based on the current timeline will be completed as soon as possible.
- All business requirements, ICT and BI requirements validated, signed off and ITT issued.

**Cost Status Explanation**

- Guidance from the Project Sponsor now received about not exceeding current programme budget or extending it. Programme Team will now deliver against original timeline.
- Costs associated with risk assessment to bring Swinegate Court Office will be incurred to make the office safe to return to, if this is feasible in the current timeline. If so, costs will be discussed with finance colleagues.

**Resources Status Explanation**

- The impact of Covid-19 on the programme team has had a significant impact on programme resources. 3 members of the team (a quarter of the team) have been absent on long-term absence since the start of the disruption.
- Two members of the team are now working again but one member of the team remains absent for over ten weeks now.

**Tasks & Milestones Explanation**

- All current milestones remain the same despite pressure of recent Covid-19 disruption.

### Risks

| Status | Explanation | |--------|-------------| | | Full risk review across the programme to be completed based on recent Covid-19 disruption. |

### Issues

| Status | Explanation | |--------|-------------| | | Since last Board in May the Programme has experienced resource challenges including the departure of the Programme Manager. Internal recruitment to replace the programme manager will begin this period. |

### Current status

#### Summary

The programme continues in the first stage of implementation, in configuration.

The go-live date is currently set for Monday 23rd November 2020 but the programme status moved to red at the start of the covid-19 disruption due to the risk to the timeline and remains red as there are now significant issues affecting the current delivery of the Capita Open Housing system by that date.

#### Overall progress since last Board in May

The programme team continue to complete as much configuration activity with our supplier as possible using remote configuration sessions with consultants and subject matter experts. At the end of June 2020 approximately 70% of configuration activity has been completed.

#### Programme Manager

Since last Board in May the Housing ICT Programme Manager has resigned their position and leaves the Council on Friday 26th June. An internal recruitment will take place as soon as possible.

### Future Outlook

- Continued detailed configuration planning and activity
- Testing and Training Strategy and Plan development and sign-off
- Starting to test completed modules in User Acceptance Testing
- Replacement of Housing ICT Programme Manager and handover of all key programme management tasks
- Development of Total Mobile process maps and user stories
- Development of core business processes to support testing plan

### Reports to

Programme reports to the Housing ICT Programme Board. This group is chaired by the Assistant Director of Housing with key representatives from the HHASC senior management team. The Programme Manager attends the monthly HHASC Senior Management Team (SMT) and both Housing and Building Services department team meetings to update on the programme.

| Exec member | Cllr. Denise Craghill | |-------------------|-----------------------| | Director responsible | Sharon Houlden: Corporate Director of Health, Housing and Adult Social Care | | Dependencies | Digital Services Programme – for delivery of other inter-dependent projects and technical resources | | Link to paper if it has been to another member meeting | N/A | Project title | Smart Travel Evolution Programme – STEP ---|--- Reporting period | July 2020

Description

STEP is a programme of delivery that will prepare York for the coming revolution in adoption of connected and autonomous vehicles and managing whole city mobility. The project aims to achieve this by:

- Improving communications to transport infrastructure and collecting more transport data.
- Building a transport data platform to assist the City to meet big data challenges and making more of this data accessible.
- Improving transport modelling, that allows us to run City wide models at varying scales, in near real time. This allows us to understand the way the transport network is performing and is expected to improve our transport planning activities.

Overall status this period (Jul) | Overall status previous period (Jun) ---|--- Scope | Quality | Costs | Resources | Financial Benefits | Non Financial Benefits | Tasks & Milestones | Risks | Issues Jul | | | | | | | | Jun | | | | | | | |

Tasks & Milestones Status Explanation

- Due to Public Transport Data on passenger trips not being made available on time, the model calibration will be delayed.
- Due to the COVID-19 outbreak, the procurement process for the data platform will be delayed. The national lock down on movement also means that the Classified Junction Counts (CJCs) cannot be carried out for 2020 in time for the model build and 2019 data backwards will have to be used, with the possibility for an update later.
- The GLOSA contractor has also requested additional time for completion due to complications associated with staffing through the COVID crisis.

Risks Status Explanation

- COVID-19 Outbreak has led to a delay in procuring the data platform, obtaining some typical traffic data and on contractor resourcing.
- Public Transport Patronage data required for model build but requires the bus operators to co-operate in a timely manner. This is now overdue and has been escalated to Transport Board.
- Internal Modelling resource required to ensure models can be adequately accepted and used going forward.
- GLOSA is a project deliverable but is not deployed outside of research within the UK. Research has been carried out and solution is now identified, but it still presents a risk as it’s new to UK.

Current status

In the last reporting period:

- Real-time Time Speed Data (RTSD) contract awarded to supplier subject to contract.
- Data platform specification final draft shared with internal stakeholders for review.
- Real-time Model Specification Report approved and signed off.
- GLOSA contract signed by both Dynniq and CoYC.
- Traffic signal controllers upgraded outside train station to enable control with Urban Traffic Control (UTC).
- Communications implementation under way for other traffic signal sites.

**Future outlook**

- GLOSA contract works to start 6th July 2020.
- Data Platform works to be out to competitive tender via YorTender.
- Signal controller upgrade work to be completed.
- Real Time Speed Data (RTSD) contract to be signed.

| Reports to | The STEP board reports in to Economy and Place DMT and PM updates executive member and Executive when required for updates and approvals. Key decisions are agreed by the Transport Board before reaching executive member or Executive. | | Exec member | Cllr Andy D’Agorne | | Director responsible | Neil Ferris – Corporate Director of Economy and Place | | Dependencies | The Transport Capital Programme and TSAR Project | | Link to paper if it has been to another member meeting | | Project title | Flood Risk – York 5 Year Plan ---|--- Reporting period | July 2020

Description

CYC are working closely with the Environment Agency to deliver a range of localised improvements to the cities flood defences, this work – the York Five Year Plan – has been developed following the floods and is supported by Government investment. In addition to this we are working with the EA on a catchment scale study to identify opportunities for wider interventions across the River Ouse catchment to further reduce future flood risks into the long term.

| Overall status this period (Jul) | Overall status previous period (Jun) | |---|---| | Scope | Quality | Costs | Resources | Financial Benefits | Non Financial Benefits | Tasks & Milestones | Risks | Issues | | Jul | | | | | | | | | | Jun | | | | | | | | |

Costs Status Explanation

- The 19 flood cells have a range of challenging technical and environmental elements, the speed of delivery of the whole programme further complicates the delivery.
- Value engineering and robust challenge of all solutions is being carried out across all flood cells but delivery of the core outputs with the available funding will continue to be challenging.
- Existing cells being taken to planning or where construction has commenced represent value for money and will deliver a robust set of flood risk management interventions, this is reviewed closely by the programme board and assured by the EA Large Project Review Group.
- The project team are closely monitoring the available funding and its ability to deliver the programme of works across all flood cells.

Current status

- Planning permission has been granted for a significant part of the project in the last month.
- Three further flood cells at planning determination stage.
- Working with CYC planners to identify the route through COVID restricted planning processes.

Future outlook

- Continue to work with CYC planners to identify the route through COVID restricted planning processes.

Reports to

The Project board sits within the Environment Agency. The Environment Agency has a formal programme board in compliance with PRINCE2 methodology, CYC are a member of the board. The lead Executive member receives a quarterly report and it is the subject of a bi-annual report to Economy and Place scrutiny committee. This approach to governance has been approved and adopted by Executive.

| Exec member | Cllr Andrew Waller | |-------------------|--------------------| | Director responsible | Neil Ferris – Corporate Director of Economy and Place | | Dependencies | None | | Link to paper if it has been to another member meeting | Executive February 2017: CYC Response to the Independent Flood Inquiry [https://democracy.york.gov.uk/ieListDocuments.aspx?CId=733&MId=9310&Ver=4](https://democracy.york.gov.uk/ieListDocuments.aspx?CId=733&MId=9310&Ver=4) | Project title | City Centre Access ---|--- Reporting period | July 2020

Description

Project involves the feasibility and design of static and automated measures to be implemented into the area around Spurriergate, Coney Street, Parliament Street and York Racecourse to provide public protection from potential vehicle attack.

The proposals follow firm Police and Counter Terror Unit advice to implement measure to protect areas of high footfall.

The automated measures will retain vehicle access outside the footstreets hours and allow emergency and other urgent access during footstreets hours through a system of control by CYC.

| Overall status this period (Jul) | Overall status previous period (Jun) | |---|---| | Scope | Quality | Costs | Resources | Financial Benefits | Non Financial Benefits | Tasks & Milestones | Risks | Issues | | Jul | | | | | | | | | | Jun | | | | | | | | |

**Scope Status Explanation**

- Scope may need to be extended again to include support for HVM measures for the Christmas Market as it becomes increasingly likely that temporary measures will be needed in 2020.
- Temporary covid-19 recovery measures have changed the city centre footstreet operation which could affect priorities for delivery of this project.

**Costs Status Explanation** Funding for the permanent measures was approved at the February 2020 Executive meeting but the impact of COVID-19 may increase costs due to on-going market uncertainty and consequent delays.

**Resources Status Explanation** Current lack of CYC engineering support risks progress/increases support costs.

**Tasks & Milestones Status Explanation** Work ongoing to refine programme plan - numerous uncertainties relating to the continuing impact of COVID-19.

**Risk Status Explanation** Risks associated with successful and timely implementation.

**Issues Status Explanation** Clarity of scope of principal designer has been resolved but progress is still an issue and timescales remain challenging.

**Current status**

- City centre detailed designs are being finalised utilising trial hole information, additional trial holes w/c 29/6
- Procedures and protocols for city centre access continue to be developed along with specifications and contracts for the operation and maintenance of the measures
- Uncertainty in relation to COVID-19 has led to review of the procurement process, supply and completion of some tasks as resources are utilised elsewhere
- Racecourse detailed design on-going following site meeting with Northern Powergrid
- Racecourse stage 1/2 road safety audit completed

**Future outlook**

- City centre detailed designs to be completed by consultants
- Racecourse detailed designs to be finalised following road safety audit and trial holes

| Reports to | Programme reports to the Transport Board and is advised by the York Counter Terrorism Working Group. There is a CYC internal working group working on the detail. This group is chaired by the Assistant Director for Transport, Highways and Environment. | | Exec member | Cllr Andy D’Agorne | | Director responsible | Neil Ferris – Corporate Director of Economy and Place | | Dependencies | None | | Link to paper if it has been to another member meeting (e.g. executive, council, a scrutiny committee) | Executive February 2018: City Transport Access Measures [http://modgov.york.gov.uk/ieListDocuments.aspx?CId=733&MId=10196&Ver=4](http://modgov.york.gov.uk/ieListDocuments.aspx?CId=733&MId=10196&Ver=4)\
Executive September 2018: City Centre Access Update and Priority 1 Proposals [http://modgov.york.gov.uk/ieListDocuments.aspx?CId=733&MId=10472&Ver=4](http://modgov.york.gov.uk/ieListDocuments.aspx?CId=733&MId=10472&Ver=4)\
Executive August 2019: City Centre Access Experimental Traffic Order Conclusion and Phase 1 Proposals [http://modgov.york.gov.uk/ieListDocuments.aspx?CId=733&MId=11108&Ver=4](http://modgov.york.gov.uk/ieListDocuments.aspx?CId=733&MId=11108&Ver=4)\
Executive February 2020: Phase 1 Proposals (Update) [https://democracy.york.gov.uk/ieListDocuments.aspx?CId=733&MId=11116&Ver=4](https://democracy.york.gov.uk/ieListDocuments.aspx?CId=733&MId=11116&Ver=4) | Project title | Parking Review ---|--- Reporting period | July 2020

Description

This project is to research, procure and implement a new parking back office system to replace the current system that is now out of date. In turn this new system will help to bring around a change in how parking is managed and how our customers interact with us by taking forward a customer self service system, such as the purchasing of parking permits and dealing with PCNs (Penalty Charge Notices).

Historically there have been a number of issues relating to the delivery of the Parking Services back office system due to issues with the supplier. Motivation for this approach is also brought about by the fact that more than 25% of footfall in the customer centre is for parking related matters. This has been attributed to complex policy, under performing IT systems and associated processes and lack of available on-line services for customers. There is an opportunity to resolve a number of issues with this change project with the delivery of an ICT back office system to deliver this change and as the catalyst to support the development of a new parking strategy and technological roadmap for the next 10+ years in line with the Local Plan and Local Transport Plan 4.

As part of this project the Council ICT team are looking into how this system could interface with existing CYC systems, such as FMS and CRM but looking forward, how these systems can interface with other systems such as parking machines and the wider Smart City work the Council is taking forward (STEP).

| Overall status this period (Jul) | Overall status previous period (Jun) | |---|---| | Scope | Quality | Costs | Resources | Financial Benefits | Non Financial Benefits | Tasks & Milestones | Risks | Issues | | Jul | | | | | | | | | | Jun | | | | | | | | |

Costs Status Explanation

- Uncertainty of Covid19 and its financial impacts.
- Possibility of increased spend due to additional functionality realised during configuration stage.

Tasks & Milestones Status Explanation

- Following the configuration stages, all other stages such as user acceptance testing will likely be delayed due to the Covid19 disruption. Timescales, risks and issues will be revised and key decision dates will be added.
- While the above statement is still valid WSP seem confident we may be able to stick to the schedule for the UAT stage and an autumn implementation but this remains to be seen. In addition with the Exec Member Decision sessions be moved and condensed into one session on the 10th August, this means the outstanding Exec Member report is still be decided upon that in turn creates some impacts on the project and various changes to policy.

Current status

**UAT process is back on track for July but still a few points to be addressed that are impacted on by Covid-19 including Member decision requirement.**

Finalised the CYC development sprint for SX3 and My Account integration – all successful.

- Offline Customer business processes now agreed at senior level. These have been documented and will be reviewed during the UAT process.
- Explored the possibility of using Pay Point for customers to pay for their PCN’s given the new rules surrounding cash in West Office and Covid.
- Continuation of handheld device testing based on issues discovered with Android automatic updates
- Data Proforma complete and sent to supplier ready for when migration can begin
- Touched base with the Comms team providing an update on the projects progress and a review of changes to the comms plan. Meet again in August.

Future outlook

- Some sticking points with the Data Sharing Agreement have meant data migration hasn’t yet begun as planned for June. This will be a key focus in July to get things moving along.
- Continuation of handheld device testing based on some issues we have discovered with Android automatic updates.
- Due to data migration delays the supplier will now start the first development phase of training environment including the permit portal and PCN configuration in July.
- Looking at signing off on the quote to create a new bar code for PayPoint use and booking the resource at CYC to work with WSP on putting this in place for go live.
- UAT training begins W/C 6th July to prepare staff for UAT testing end of July/August.
- Discussions begin for how the Pay on Exit project will need to link into the work WSP are carryout out with Virtual permits.
- Further investigations into how the Residents Parking Web Application can work for out of offices reporting.

| Reports to | The project is steered by the Parking working group and reports to the Transport Board | |------------|-------------------------------------------------------------------------------------| | Exec member | Cllr Andy D’Agorne | | Director responsible | Neil Ferris – Corporate Director of Economy and Place | | Dependencies | None | | Link to paper if it has been to another member meeting. | Executive February 2016: Parking Review [https://democracy.york.gov.uk/ieListDocuments.aspx?CId=733&MId=8846&Ver=4](https://democracy.york.gov.uk/ieListDocuments.aspx?CId=733&MId=8846&Ver=4)\
Executive November 2019: Parking Update [https://democracy.york.gov.uk/ieListDocuments.aspx?CId=733&MId=11112&Ver=4](https://democracy.york.gov.uk/ieListDocuments.aspx?CId=733&MId=11112&Ver=4) | **Project title** | Inclusion Review\
---|---\
**Reporting period** | July 2020\
**Description**

The purpose of the inclusion review will be to ensure that The Local Authority and School Community work together to maximise the opportunity for early intervention and prevention and to improve the outcomes of children and young people with special educational needs and/or disabilities (SEND).

The review will examine the current configuration of services and the use of funding to support SEND to ensure that there is greater clarity and accountability around the use and impact of resources. The pressures on the High Needs funding block within the designated schools grant (DSG) means that there are accelerating financial pressures in meeting the needs of children and young people with SEND.

A key purpose of the Inclusion Review is ensuring that the pressures on High Needs funding are being managed effectively whilst ensuring that the local authority is able to deliver its statutory duties articulated in the Children and Families Act, 2014 and the SEND code of practice.

| Overall status this period (Jul) | Overall status previous period (Jun) | |---|---| | Scope | Quality | Costs | Resources | Financial Benefits | Non Financial Benefits | Tasks & Milestones | Risks | Issues | | Jul | | | | | | | | | | Jun | | | | | | | | |

**Scope Status Explanation** The CYC project group is continuing to meet monthly and in the last month has been focusing on developing a financial plan to underpin the development of the communication and interaction and SEMH pathways. A full review of the pupil level spend of the High Needs block has taken place and this has included a full review of the Danesgate roll. The review of the Danesgate roll will inform the commissioning plan for 2021.

**Quality Status Explanation** The Written Statement of Action was submitted on 28th May and has been judged fit for purpose. All workstreams have met and have 10 point action plans in place. A monthly reporting cycle to the SEND Improvement Board has been established.

**Costs Status Explanation**

- The resource implications of the written statement of action have been identified and a report will be submitted to the SEND improvement board in July.
- Schools continue to face disruption due to Covid-19 and the next steps are to evaluate the impact of the lockdown and home schooling on children and young people with SEND. The learning from this piece of work will help to inform the actions in the final phase of the Inclusion Review with a specific focus on SEN support in mainstream. | Resource Status Explanation | - Due to the experience of Covid 19 there could be an increase in requests for statutory assessment in the autumn term. Post 19 provision is also likely to be impacted as there are increasing requests to repeat years due to time lost during the Covid lockdown.
- The development of the 14-16 vocational project with York College has been impacted by Covid. This means that the project start date has been postponed from September 2020 to January 2021. | | Financial Status Explanation | The work currently taking place to review panel processes and practice models will provide opportunities to reduce costs in some areas, however, Covid19 is impacting on the ability to move forward. Progress is being made on developing the modelling of provision to prepare for consultation with stakeholders in late summer/early autumn. | | Non Financial Status Explanation | The SEMH banding has been re-written and commissioning contracts are being sharpened. | | Tasks & Milestones Explanation | The progress on tasks and milestones, particularly related to the written statement of action is being adversely impacted by Covid19. The work is progressing but 'virtual meetings' are slowing the progress on implementing some workstreams. | | Risk Status Explanation | Active risk management is ongoing. | | Issues Status Explanation | The written statement of action has been submitted to Ofsted. |

**Current status**

- Phase 3 of the Inclusion Review has started and a steering group appointed. The programme plan will be developed by this group using the recommendations from phase 2 of the review.
- The strategic principles developed in stage 2 have been agreed and shared with the Council's Executive, Schools forum and members of the York Schools and Academies Board.
- Capital works have taken place at Hob Moor Oaks primary special school (August 2018) and capital works have been agreed to support the development of the post 19 local education offer at Blueberry academy and Askham Bryan College.
- Expressions of interest for secondary satellite provision have been received and a project plan is in the early stages of development.
- A feasibility study is taking place with a primary school to support the development of a proposed primary ERP provision.
- Preliminary work to review the Behaviour and Attendance Partnership protocols and processes is underway.
- A steering group has been established to oversee the academy conversion of the Danesgate Community. This will put in place a commissioning agreement with the South Partnership Multi-Academy Trust which will define the future relationship between the local authority and Danesgate when it becomes an alternative provision academy.

Future outlook

The work on the inclusion review has been interrupted by Education services having to refocus work on the Covid-19 response. This has meant that it has been difficult to progress some of the workstreams and actions. Work is now beginning to start again in advance of the new school year. A report on the final phase of the Inclusion Review will be taken to School Forum on 3rd July 2020.

| Reports to | CEC, DMT | | Exec member | Cllr Ian Cuthbertson | | Director responsible | Amanda Hatton – Corporate Director of Children, Education and Communities | | Dependencies | None | | Link to paper if it has been to another member meeting (e.g. executive, council, a scrutiny committee) | Executive November 2018: The Inclusion Review and the Special Needs Capital Grant [https://democracy.york.gov.uk/ieListDocuments.aspx?CId=733&MId=10474&Ver=4](https://democracy.york.gov.uk/ieListDocuments.aspx?CId=733&MId=10474&Ver=4)\
Executive August 2019: Executive Report Danesgate Land Academy Conversion [https://democracy.york.gov.uk/ieListDocuments.aspx?CId=733&MId=11108&Ver=4](https://democracy.york.gov.uk/ieListDocuments.aspx?CId=733&MId=11108&Ver=4)\
Executive November 2019: Millthorpe School - Enhanced Resource Provision [https://democracy.york.gov.uk/ieListDocuments.aspx?CId=733&MId=11112&Ver=4](https://democracy.york.gov.uk/ieListDocuments.aspx?CId=733&MId=11112&Ver=4) | Be Independent (BI) is the provider of the Council’s community alarm and equipment service. This includes a 24 hour response service, assessment and installation of equipment, telecare and assistive technology services. These services play a key role in supporting better outcomes for individuals either in their own homes, supported living or in residential and nursing homes across the City. The aim is to prevent, reduce or delay the need for care, enabling people to be as independent as possible. Previously provided in-house, the service was externalised in 2014 and the Council supported the establishment of a social enterprise in the form of a Community Interest Company (CIC) to deliver the service.

In June 2018 the Executive agreed to the transfer of Be Independent service back to the Council and the direct management of Health, Housing & Adult Social Care.

All assets and liabilities will be transferred from Be Independent to the City of York Council and staff transfers will be agreed under TUPE.

Following the transfer which was completed in August 2018, an operational review of the service has commenced to understand its core functions, purpose, strengths and areas for improvement to ensure that it is sustainable. Whilst the overarching vision for the service will be co-produced in line with the Council’s vision, a 3 month IT scoping project has been commissioned to review the systems/processes currently in use as this is a key priority to move the service forward.

Be Independent needs to have a robust IT infrastructure in line with CYC protocols to enhance and grow the business, and improve the customer experience of this Community Equipment & Response Service.

By utilising the latest technology (GDPR compliant), workers will become agile and customers will have a seamless service from all teams including Business Support, Response, Assessment and Control Teams, where an overburden on paperwork is phased out. IT aims to integrate different software systems used for call handling, stock management and financing linked to a service manager with comprehensive performance reporting tools. Streamlining software systems and providing teams with the appropriate hardware (with internet connection) is a primary focus in order for the teams to perform efficiently and effectively. This will improve the use of resources, develop capacity and ensure a strength based approach can be implemented in the future.

| Overall status this period (Jul) | Overall status previous period (Jun) | |----------------------------------|-------------------------------------| | Scope | Quality | Costs | Resources | Financial Benefits | Non Financial Benefits | Tasks & Milestones | Risks | Issues | | Jul | | | | | | | | | | Jun | | | | | | | | |

**Scope Status Explanation**

- Due to the current COVID19 situation, staff have been mobilised with laptops to continue to work from home where possible. New business processes have been put in place to avoid social contact where possible, as well as adaptations to taking payments. A new call handling software solution will be the focus of the project moving forward to enable a fully mobile workforce.

**Tasks & Milestones Status Explanation**

- The main focus of the project is to replace the call handling system to enable a mobile workforce in line with the vision and direction of the service area, to ensure it is future proof and fit for purpose.
- Further work is being progressed with technology and how it can support early discharge / step down facilities for those recovering from CV19 and working towards a preventative model.
- Data migration and testing will be the largest piece of work in the project plan with the replacement of the call handling system.

**Issues Status Explanation**

- Issues remain under review.

**Current status**

- Data has been extracted from the old system and being converted to the new system
- Training will take place for project champions on July 2 for data checking to ensure data fields have been mapped in the right places
- Citrix will not be a barrier to using the UMO system and taking calls
- Equipment for Control Room Operators is being determined
- Second draft of DP PIA will be reviewed in July along with risk log update
- Ongoing security clearance and information documentation being progressed with IoT / assistive technologies

**Future outlook**

- Order equipment for control room operators to work from home / flexibly
- Start the data checking process from July 2 with project champions
- Plan control room operator training in mid July
- Monitor project and any issues with data migration
- Continue report on IoT catalogue of products and suitable test beds and level of engagement from service areas required

| Reports to | Head of ICT/Director level/CMT/Executive | |---------------------|------------------------------------------| | Exec member | Cllr Carol Runciman | | Director responsible| Sharon Houlden - Corporate Director of Health, Housing and Adult Social Care | | Dependencies | None | | Link to paper if it has been to another member meeting | Executive June 2018 - Transfer of Be Independent to the direct management of City of York Council [https://democracy.york.gov.uk/ieListDocuments.aspx?CId=733&MId=10469&Ver=4](https://democracy.york.gov.uk/ieListDocuments.aspx?CId=733&MId=10469&Ver=4) | Project title | Procurement of MSA and Strategic Engagement Technology Partner ---|--- Reporting period | July 2020

Description

To develop a specification, procure and appoint a technology provider to deliver the City of York Council’s (CYC) essential managed network services arrangements (MSA) this includes connectivity, voice and data services. CYC’s current MSA contract expires following an extension period, on 31 August 2020. The contract is currently worth £2million per year and the new contract is likely to run for at least a minimum of 10 years.

The procurement process was approved by Executive in November 2017, and progressed proper in April 2019 after the appointment of commercial procurement partners to support internal capacity, with the view to develop an Invitation to Tender for both CYC and Harrogate Borough Council. The scope of the review then changed in July 2019 to proceed to meet CYC requirements only, due to a change in Harrogate’s local circumstances. There is continuing good relationships between the two councils and a shared management team.

The new provider will be a strategic technical delivery partner enabling CYC to achieve its strategy for the delivery of digital services to its residents, businesses and partners.

Progress of the original project to date includes documenting the requirements of both councils and production of a draft ITT. The changing scope of the procurement has allowed a pause in proceedings to allow for the following:

- A review of work done to date and a revision of the scope of the project.
- Bringing the project in line with Council’s All About Projects approach
- Addressing of known risk as per independent legal and technical advice commissioned given the time taken to date and learning from recent procurement practice elsewhere.

The aim of this revised project is to recommence the procurement with a robust approach and assurance that the Council can secure the best MSA going forward given changed scope and lessons learned.

| Overall status this period (Jul) | Overall status previous period (Jun) | |---|---| | Scope | Quality | Costs | Resources | Financial Benefits | Non Financial Benefits | Tasks & Milestones | Risks | Issues | | Jul | | | | | | | | |

### Current status

Project placed on hold 24th March 2020 due to the Covid 19 Pandemic.

### Future outlook

The project board is meeting via Skype on the 30th June 2020, it is anticipated that a project restart will be recommended at that meeting.

| Reports to | | |------------|---| | • Project Board chaired by a Project Sponsor and meets on a monthly basis. | | | • Project Steering Group chaired by the Project Manager meets weekly. | | | • Project Sponsor and Project Manager meet weekly. | | | • Legal and Finance/Procurement are represented at both meetings at both strategic and operational levels. | | | • Oversight is provided by the Council’s Corporate Project & Programmes’ manager. | | | • Independent assurance provided by an external adviser/consultant. | |

| Exec member | Cllr Nigel Ayre | |-------------|----------------| | Director responsible | Ian Floyd – Deputy Chief Executive & Director of Customer & Corporate Services |

| Dependencies | | |---------------|---| | Link to paper if it has been to another member | Exec Dec 2017 – Procurement of ICT Managed Services [https://democracy.york.gov.uk/ieListDocuments.aspx?CId=733&MId=10194&Ver=4](https://democracy.york.gov.uk/ieListDocuments.aspx?CId=733&MId=10194&Ver=4) | Hyper Hubs are an innovative combination of solar energy harvesting and storage with electric vehicle charging points, reducing the reliance of electric vehicles on the UK electricity grid and reducing greenhouse gas (GHG) emissions. By providing Hyper Hubs at Poppleton and Monks Cross Park and Ride sites, we aim to increase the use of electric vehicles for journeys in and to York, providing eight private vehicle charging points at each site.

By providing Hyper Hubs at Poppleton and Monks Cross Park and Ride sites, a solar canopy would be erected over approximately 100 parking spaces, providing space for 1,400 m2 of solar panels. This canopy is an elevated structure – essentially a roof below which cars can still park – with solar panels on the top. Adjacent to the canopy, but not on land currently used for parking, there would be an energy storage facility – a battery. At each site there would also be eight charging points for electric vehicles. Electricity generated by the solar panels would be used to hyper charge vehicles plugged in to the charging points. Electricity not used immediately would be stored in the battery. When the battery is full, this electricity could be fed into the national grid.

The solar canopies would use the free space immediately above the vehicles to harvest solar energy to the site. Batteries would then store the electricity, providing it either to hyper charge electric vehicles when plugged in, or feeding it into the UK electricity grid.

The electric vehicle infrastructure element of the project is to purchase and install the DC ‘hyper’ charging points (faster than current ‘rapid’ charge speed points at 50kW) which will supply the energy to the vehicles. These will be installed in a Hub of eight car bays which can supply up to 150kW power output per car, with a typical charging session taking 10-20 minutes. By way of comparison, a typical home charging point takes around eight hours to charge an electric vehicle.

- Poppleton Bar design work will be delayed due to the test centre. We hope to be able to complete the required technical surveys outside of Tasks & Milestones

- Project Milestones are being assessed to account for delays caused by COVID-19 and the Poppleton bar test centre. Our approach is to continue with desktop based work which can be progressed during the current movement restrictions. We will develop a robust construction plan with a flexible start date which will begin once the covid-19 situation allows. We will phase the construction works, concentrating on delivering Monks Cross first.

Risk Status

- Risks updated to reflect most significant current risks to the project.

Issues

- Poppleton Bar Park & Ride will be used as a COVID-19 super testing centre for an estimated 6 months. We aim to gain limited site access to perform technical surveys which are essential to completing the detailed design work.

Current status

Poppleton Bar has been converted into a COVID-19 testing centre which is expected to remain on the site until October. Programme has been revised so that survey work will begin at Poppleton in November with construction starting in January, completing by April 2021. We are investigating the possibility of getting onto the Poppleton site outside of test centre opening hours to conduct the necessary surveys, which would allow much of the design work to be completed earlier.

Progress since last report:

- A number of legal issues at the Monks Cross site have been resolved.
- Monks Cross electrical design completed.
- Monks Cross grid connection design completed.

Future outlook

- Poppleton Bar electrical design
- Poppleton Bar grid connection design
- Technical surveys continue
- Prepare press release

Reports to

- The project will report to the Transport board. This is an internal board that is chaired by the Assistant Director for Transport, Highways and Environment. The members also include the Head of Transport, who acts as the City of York Council client for the project. and the Head of Programmes, who is responsible for the delivery of projects within the Economy and Place Directorate. The Project Manager will report to the Sustainable Transport Manager (who reports to the Head of Transport) and will be held to account for delivery by the Head of Programmes, who will also provide Project assurance. Finance also are members of the board to provide any technical input.

| Exec member | Cllr Andy D’Agorne | |-------------------|---------------------| | Director responsible | Neil Ferris – Corporate Director of Economy and Place |

| Dependencies | Executive March 2019 - A Sustainable Future for York with Hyper Hubs\
https://democracy.york.gov.uk/ieListDocuments.aspx?CId=733&MId=11469&Ver=4 | |--------------|---------------------------------------------------------------------| | | Executive Sept 2019 - Reducing York’s Carbon Footprint with Electric Vehicles\
https://democracy.york.gov.uk/ieListDocuments.aspx?CId=733&MId=11109&Ver=4 | | | Executive March 2020 - Electric Vehicle Charging Strategy\
https://democracy.york.gov.uk/ieListDocuments.aspx?CId=733&MId=11117&Ver=4 |

European Union\
European Regional Development Fund **Project title**\
Future Library Investment Programme (FLIP)

**Reporting period**\
July 2020

**Description**

To deliver the library vision for Library Learning Centres with investment of over £4m for Acomb and Clifton.

**Overall status this period (July)**

| Scope | Quality | Costs | Resources | Financial Benefits | Non Financial Benefits | Tasks & Milestones | Risks | Issues | |-------|---------|-------|-----------|---------------------|------------------------|---------------------|-------|--------| | July | | | | | | | | |

**Current status**

Since the project approval at the October 2019 Executive, a working group has been established which includes our Library and Archive delivery partners Explore. The working group have met and established the governance framework, terms of reference, roles and responsibilities and set up a clear communications strategy.

At the first working group meeting the project mandate was discussed to ensure all members were clear about the vision which is driving the future library changes, the scope of which libraries are being developed by the Council and which are being led by Explore.

Explore's board have separately signed off on an asset strategy approach and operating a sub group of the Explore board which will feed into and out of the Council's working group.

Progress has seen a stakeholder mapping exercise being complete, with a number of initial stakeholder meetings taking place. A long list of potential site options for Clifton and Acomb has been created and being reviewed by the working group members.

This project has in the main paused due to COVID-19 which has limited progress during March, April, May and June 2020.

**Future outlook**

The project programme will need to be reviewed in July 2020 and a full assessment of the impact of COVID-19 on this project. This will include the detailed timetable, risks, benefits and the overall financial framework of the project. A working group meeting will resume in July 2020, to consider the revised project documents and sign off any changes.

Libraries are planned to re-open in July on a click and collect basis with normal opening from September 2020, of which learning will come that will need to feed into the design of any new library facility.

| Reports to | A programme board made up from senior officers from both Explore and the Council will lead the Programme, reporting will follow the corporate project management approach. | | Exec member | Cllr Darryl Smalley | | Director responsible | Amanda Hatton - Corporate Director of Children, Education and Communities | | Dependencies | | | Link to paper if it has been to another member | Executive October 2019 - Future Libraries Investment Programme [https://democracy.york.gov.uk/ieListDocuments.aspx?CId=733&MId=11111&Ver=4](https://democracy.york.gov.uk/ieListDocuments.aspx?CId=733&MId=11111&Ver=4) |